Introduction
Pairing a pay stub with voided check is a common practice for verifying income and setting up direct deposits. While straightforward, it requires care to protect sensitive details and ensure accuracy. This guide explains why voided checks are requested, how to prepare them, and the best practices for both employees and employers to avoid unnecessary delays or risks.
Why a Voided Check Is Needed
Lenders, landlords, and payroll departments often ask for a voided check to confirm bank account and routing numbers. When matched with a pay stub, it provides assurance that wages are being deposited correctly and that income statements align with banking details.
Key Details on the Pay Stub
For proper verification, the pay stub should include:
- Employer name and contact information
- Employee name and ID number (if used)
- Pay period start and end dates
- Gross wages, deductions, taxes withheld, and net pay
- Year-to-date totals for earnings and deductions
Consistency between the pay stub and bank deposits strengthens credibility and reduces verification issues.
How to Void a Check Safely
To void a check properly, write “VOID” clearly across the front. Do not obscure routing or account numbers, since they are required for verification. Avoid signing or filling in amounts. This ensures the check cannot be used for payment while still serving its verification purpose.
Secure Sharing of Documents
When submitting a pay stub with voided check electronically:
- Use PDF format to preserve document integrity.
- Password-protect files or use secure upload portals.
- Redact unnecessary sensitive information before sharing.
- Confirm the recipient’s identity before transmitting any payroll documents.
Common Errors to Avoid
Verification problems often come from simple mistakes. Avoid:
- Submitting handwritten or incomplete pay stubs.
- Covering routing or account numbers on the voided check.
- Sending files over unsecured email without encryption.
- Ignoring mismatches between pay stub amounts and bank deposits.
Alternatives to a Voided Check
Not all verifications require a physical voided check. Safer alternatives include:
- A direct deposit form issued by the employer.
- A bank letter verifying account and routing numbers.
- Recent bank statements showing payroll deposits.
These methods provide verification while reducing exposure of unnecessary banking details.
Conclusion
Providing a pay stub with voided check is a simple way to verify income and banking information, but it should be handled carefully to protect both employers and employees. With secure preparation, proper formatting, and awareness of alternatives, the process can be safe, smooth, and effective.
Need reliable payroll documentation? Generate accurate pay stubs instantly or explore best-practice formats in our Regular Pay Stub guide.
